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Belton staff propose standardized MOU and fees for Main Street events; council raises cost and equity concerns
Summary
City staff proposed a standardized memorandum of understanding and fee schedule for third‑party Main Street events that require street closures, while councilors cautioned that combined service costs could make community events unaffordable.
City staff presented a draft Memorandum of Understanding (MOU) and an updated application and fee process for third‑party events that would close Main Street.
Staff said the MOU “delineates each party's responsibilities” and lists expected city services and associated costs such as barricade rental, police and medical staffing, trash barrels and traffic control. A staff presenter said the MOU is intended “to outline and set the expectations for the city and also for the outside groups” and to make costs transparent so staff can budget for overtime and equipment needs.
Staff explained that a formal council resolution remains necessary to close streets, and that the MOU would follow the resolution for any event requiring a closure. The draft provides checkboxes and a required map showing locations of dumpsters or trash receptacles; staff said applicants must state how trash will be removed and where dumpsters will be sited so public works can approve placement.
The city attorney told the council that, from a legal standpoint, Belton lacked a council‑adopted special event permitting process typical for similarly sized cities and recommended adopting standards to avoid inconsistent treatment of applicants. The attorney said Belton is “one of the few cities of your size that does not already have a council adopted special event process permit.”
Several council members raised concerns that the combined cost for barricades, police overtime and EMS staffing could total “thousands of dollars,” potentially making events cost‑prohibitive for volunteer groups. Councilors discussed options including council sponsorship or fee waivers, refundable cleanup deposits, or encouraging private entities to hold and rent compliant barricades to reduce costs. Staff said application fees would be modest (staff proposed $50 going forward) and that the MOU aims to create consistent expectations rather than to block events.
Staff said the MOU will first apply only to third‑party entities requesting street closures; an internal version for city departments and parks events is being developed separately. No final council vote on the drafted MOU or fee schedule occurred at the meeting; staff asked for direction and noted they will refine details such as dumpster placement, fee waiver criteria and potential sponsorship language.
